TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: JULY 22, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH RISHA ENGINEERING FOR SEISMIC RETROFIT AND STRUCTURAL ENGINEERING SERVICES RELATED TO THE CLAREMONT POLICE DEPARTMENT FACILITY - PHASE 2B (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
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SUMMARY
On June 27, 2023, the City Council authorized the City Manager to enter into an agreement with Risha Engineering for Phase 1 of the seismic retrofit and structural engineering services to address seismic and structural deficiencies of the Claremont Police Department facility. On March 12, 2024, the City Council authorized the City Manager to enter into an agreement for Phase 2A (Tasks 1-3). Now that this phase has concluded, it is time for Risha to move on to Phase 2B (Tasks 4-5), which will include design development and the preparation of construction documents.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into an agreement with Risha Engineering for Phase 2B seismic retrofit and structural engineering services for $195,800, and authorize a five percent contingency of $9,790, for a total contract amount of $205,590.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request additional information.
FINANCIAL REVIEW
The City Council has previously authorized $194,896 for Phase 1 and Phase 2A of the seismic retrofit and structural engineering services provided by Risha. The total amount proposed for Phase 2B is $205,590, which includes a project contingency of five percent.
This agreement will be funded using the American Rescue Plan Act (ARPA) Fund. On November 26, 2024, City Council appropriated $467,764 for the seismic retrofit and safety improvements to the Claremont Police Department Facility through the obligation of available American Rescue Plan Act Funds. In November 2024, the City Council approved an Inter-agency Agreement (IAA) with the City Manager’s Office to obligate these funds according to the Obligation Interim Final Rule requirements from the US Treasury. The IAA was executed prior to December 31, 2024 to meet the obligation deadline for ARPA Funds.
The proposed agreement is for a professional service that does not require bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk's office. The staff cost to prepare this report and administer this contract is estimated at $8,096 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Risha Engineering has completed Phase 1 and Phase 2A (Tasks 1-3), which were services included in agreements previously authorized by the City Council. Phase 1 was the seismic retrofit and structural engineering design, which included the development of conceptual retrofit schemes and construction documents. Phase 2A (Tasks 1-3) included verification of existing conditions of the mechanical, engineering, and plumbing systems (Task 1), predesign and development of the scope of work (Task 2), and the preparation of a schematic design, including conceptual drawings (Task 3).
Phase 2B will include Tasks 4-5. Task 4 (Design Development) will include the preparation and submittal of design development set plans to illustrate the project’s scope and character in all essential design elements and will outline the specifications of materials, equipment selections, and types of systems. Task 5 (Construction Documents) will include the preparation of final drawing for Phase 2 improvements and modifications to drawings based on the City’s review and feedback.
Phases 3-5 will be the final phases and will be finalized after completion of the preceding phases and will include the submission of the construction documents package to the Building Division and other agencies for review, assisting City staff with the preparation of a Request for Proposals (RFP) for construction, and engineering support during construction.
LEGAL REVIEW
The proposed agreement has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by:
Jamie Earl
Assistant City Manager